Webinar follow-up email: 10 templates, subject lines and when to send each
· 11 min read · Webinly team
A webinar follow-up email is the message a registrant gets after the session ends, and the right one depends on what that person did: stayed to the end, left early, saw the offer, opened the checkout, bought, or never showed up. One email to the whole list fits none of them.
This page gives you the timing first, then ten templates to copy, each with two subject lines and a full body. Replace the words in [brackets], keep each email short, and send it only to the group it was written for.
When to send each webinar follow-up email
Send the first webinar follow-up email within an hour of the end, while the session is fresh, and choose it by what the person did. Attendees get a thank-you with a recap, no-shows get the replay, and anyone who opened the checkout gets a reminder 30 to 60 minutes after leaving it. Buyers get a welcome at once and no more sales emails.
The table is the whole schedule, one row per group. Times count from the end of the session unless the cell says otherwise. They are working practice, not a measured benchmark, so move them to fit your own deadline. Nobody gets all ten emails: each person gets the two or three in their row.
| Group | First email | Second email | Third email |
|---|---|---|---|
| Attended and stayed to the end | Thank-you with recap (template 1): within 1 hour | Feedback request (template 6): the next morning | Related resources (template 7): day 3. Next-webinar invite (template 8): when the date is set |
| Attended, left before the offer | What you missed (template 3): 4 hours after the end | Related resources (template 7): day 3 | Next-webinar invite (template 8): when the date is set |
| Saw the offer, did not buy | The offer in writing (template 4): 4 hours after the end | Sales call invite (template 9): day 2 | Replay last call (template 10): 24 hours before the deadline |
| Opened the checkout and left | Abandoned checkout (template 5): 30 to 60 minutes after they left it | Sales call invite (template 9): the next day, if still unpaid | Replay last call (template 10): 24 hours before the deadline |
| No-show | No-show replay (template 2): within 1 hour of the end | The same email with its second subject line and the best minute to start from: day 1 | Replay last call (template 10): 24 hours before the replay closes |
| Bought | A welcome with access and the first step: the moment they pay | Feedback request (template 6): day 3 | No sales emails. Next-webinar invite (template 8) only for a different topic |
1. Thank-you email for attendees, with a recap
Send to: everyone who stayed to the end. When: within an hour. The recap is the reason to open it; the offer gets one line near the end.
Subject lines
- Thank you for joining [webinar name]: your recap
- [First name], your notes from today's session
Email body
Hi [First name], Thank you for spending [length] minutes with us at [webinar name] today. The three points to keep: 1. [Point one, in one line] 2. [Point two, in one line] 3. [Point three, in one line] The replay is open until [date]: [replay link] The slides are here: [slides link] The question that came up most was '[question]'. The short answer: [answer in two lines]. If you want help putting this into practice, [offer name] is open until [deadline]: [offer link] Reply to this email if anything was unclear. I read every reply. [Your name]
2. No-show email with the replay
Send to: registrants who never joined. When: within an hour of the end, then once more the next day with the second subject line. No blame, no pitch: the replay link and one reason to watch it. Keep the P.S. only if the replay really closes.
Subject lines
- We missed you at [webinar name]. Here is the replay
- The replay of [webinar name] is ready ([length] minutes)
Email body
Hi [First name], You registered for [webinar name] and could not make it. No problem: the full replay is ready for you. Watch it here: [replay link] If you only have ten minutes, start at minute [N]. That is where I show [the most useful part]. What you will take away: [one outcome, in one line]. [Your name] P.S. The replay closes on [date] at [time, time zone].
3. Email for attendees who left before the offer
Send to: people who joined and left before the offer appeared. When: about four hours after the end. Point at the part they missed, not at the offer itself.
Subject lines
- The last [N] minutes of [webinar name]
- What we covered after you left [webinar name]
Email body
Hi [First name], Thank you for joining [webinar name]. The last part ran after you had to go, so here is what was in it. From minute [N] onwards: - [Point covered late in the session] - [Second point] - How to go further with [offer name], for people who want help doing this The replay is here, and you can jump straight to minute [N]: [replay link] It is open until [date]. [Your name]
4. Email for people who saw the offer and did not buy
Send to: attendees who were in the room when the offer appeared and did not buy. When: about four hours after the end. Put the offer in writing, without the live clock, and answer the one objection you heard most.
Subject lines
- [Offer name]: everything from today in one place
- The question most people asked about [offer name]
Email body
Hi [First name], You stayed to the end of [webinar name]. Thank you. Here is the offer in writing, so you can read it at your own pace. [Offer name] is for [who it is for] who want [outcome]. You get: - [Item one] - [Item two] - [Item three] Price: [price]. Open until [deadline, with time zone]. The question I hear most is '[objection]'. My honest answer: [answer in two or three lines]. See the details: [offer link] If something else is holding you back, reply and tell me. I will answer myself. [Your name]
5. Abandoned checkout email
Send to: anyone who opened the payment form and did not pay. When: 30 to 60 minutes after they left it, the same evening at the latest. Assume something went wrong, not that they changed their mind. Keep the line about a held price only if you are holding it.
Subject lines
- Your order for [offer name] is still open
- Did something go wrong at checkout?
Email body
Hi [First name], You started an order for [offer name] and it did not go through. Your order is still there. Finish it here: [checkout link] Price: [price]. I am holding it for you until [date and time]. If the payment failed, or the payment method you wanted was not there, reply to this email and I will sort it out with you. [Your name]
6. Feedback request email
Send to: attendees, and buyers a few days later. When: the next morning. Two questions get answered; ten do not.
Subject lines
- One minute: how was [webinar name]?
- Two questions about [webinar name]
Email body
Hi [First name], Thank you for attending [webinar name]. I am planning the next session, and your answer decides what goes into it. Two questions, one minute: 1. What was the most useful part? 2. What should I have covered, and did not? Answer here: [survey link] Or reply to this email with your two answers. [Your name]
7. Related resources email
Send to: attendees, whether or not they saw the offer. When: day 3. This email asks for nothing, which is why the next one gets opened.
Subject lines
- Three things to read after [webinar name]
- The resources I mentioned in [webinar name]
Email body
Hi [First name], In [webinar name] I promised to send the resources. Here they are: 1. [Resource name]: [what it helps with] [link] 2. [Resource name]: [what it helps with] [link] 3. [Resource name]: [what it helps with] [link] If you are [situation], start with number [N]. The replay is open until [date]: [replay link] [Your name]
8. Next-webinar invite email
Send to: everyone who attended the last one. When: as soon as the next date is set, about a week before it. They already know how you teach.
Subject lines
- Next session: [next webinar topic] on [date]
- You came to [webinar name]. This one goes a step further
Email body
Hi [First name], You joined [webinar name] on [date]. The next session picks up where that one stopped. [Next webinar name] [Weekday, date] at [time, time zone], about [length] minutes You will leave with: - [Outcome one] - [Outcome two] Save your seat: [registration link] There will be a replay for [how long] if the time does not suit you. [Your name]
9. Sales call invite email
Send to: people who saw the offer or opened the checkout and have not bought. When: day 2. Use it for an offer that is worth a conversation; skip it for a low-priced one.
Subject lines
- [Length] minutes to talk about [their goal]?
- A quick call about [offer name]
Email body
Hi [First name], You looked at [offer name] after [webinar name] and did not go ahead. That usually means the page left a question unanswered. I keep a few [length]-minute calls open this week for exactly that. No slides: you tell me where you are with [topic], and I tell you honestly whether [offer name] fits. Pick a time: [booking link] If a call is not your thing, reply with your question and I will answer by email. [Your name]
10. Replay last call email
Send to: no-shows who have still not watched, and people who saw the offer and did not buy. When: 24 hours before the replay or the offer closes. Send it only if something really closes; if the replay stays open, send template 7 instead. Delete the offer line when there is no offer.
Subject lines
- The replay of [webinar name] closes tomorrow
- Last day to watch [webinar name]
Email body
Hi [First name], A short note: the replay of [webinar name] comes down on [date] at [time, time zone]. Watch it here: [replay link] [Offer name] closes at the same time, at [price]: [offer link] After that, both pages are closed. [Your name]
Rules for writing a webinar follow-up email
The templates work because they follow a few plain rules. Keep these when you rewrite them in your own voice.
- Write to what the person did, not to the list. 'Thanks for attending' sent to someone who never joined tells them nobody is checking.
- One email, one job, one main link. A recap that also invites to the next webinar and asks for feedback gets none of the three.
- Name the webinar in the subject line and say what is inside: the replay, the recap, the order. No fake 'Re:' and no 'Fwd:'.
- Give a deadline its date, time and time zone, and only when it is real. A last call with no deadline behind it can only be used once.
- Stop selling the moment someone buys. A buyer who gets 'last chance' the next morning starts to doubt the purchase.
- Check again before each send. Someone who watched the replay yesterday should not be told today that they missed it.
- Send from a person and read the replies. The reply to a follow-up email is often the objection your page never answered.
- Keep it short enough to read on a phone without scrolling twice.
How to send these follow-up emails automatically
Sending six groups by hand means exporting lists after every session. A webinar tool that knows who attended, who saw the offer and who paid can send each email on its own.
In Webinly the after-event emails are split by default: an attended email and a did-not-attend email 5 minutes after the end, an email at 4 hours to attendees who saw the offer and never opened it, a no-show push at 1 day, a split on real replay watch time at 3 days, and a last call to no-shows at 6 days. When someone opens the payment form for your offer and has not paid 30 minutes later, a started-checkout email lands within the hour. You can automate these follow-up emails further with journeys that wait, branch on what the person did since, and stop for anyone who buys. Automations come with every plan, from $39 a month.
These ten emails cover the days after the session. The invitation, the confirmation and the reminders that come before it are in the full before-and-after webinar email sequence.
Frequently asked
When should I send a webinar follow-up email?
Send the first one within an hour of the end, while the session is fresh: a thank-you with a recap to attendees and the replay to no-shows. People who left early or saw the offer get theirs about four hours after the end, and anyone who left the checkout gets a reminder 30 to 60 minutes later. A second email goes out the next day, and a last call 24 hours before a real deadline.
What is the best subject line for a webinar follow-up email?
One that names the webinar and says what is inside, such as 'Thank you for joining [webinar name]: your recap' for attendees or 'We missed you at [webinar name]. Here is the replay' for no-shows. Keep it plain, skip fake 'Re:' prefixes, and write a different subject line for each group. This page has 20 to copy, two per template.
How do I write a thank-you email after a webinar?
Thank the person in one line, give the three points to remember, link the replay and the slides, answer the question that came up most, and end with one next step. Send it within an hour, only to people who attended, and keep the offer to a single line. Template 1 on this page is ready to copy.
How many follow-up emails should I send after a webinar?
Two or three per person over about a week, chosen by what that person did. There are ten templates here because there are six groups, not because anyone should get ten emails. Stop the sales emails the moment someone buys, and stop the replay emails once they have watched.
How do I follow up with webinar no-shows?
Send the replay link within an hour of the end, with one reason to watch and the minute to start from. Send it once more the next day with a different subject line, then a last call 24 hours before the replay closes, if it does close. Leave the offer out until they have watched.
Paste the templates into your webinar's emails and let the attended, no-show and started-checkout emails go out on their own: your first plan is $1 today and the plan price 7 days later, cancel any time.
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